Collecting and Storing Data

Collecting and Storing Data

Outlines Introduction. What do we mean by data collection? General guidelines on collecting data. Data Collection Methods. Data-Collection Formats. Data storage. Confidentiality in Data Collection and Storage. Conclusion.

Data collection is the first step in the process of transforming recorded data into information. Data collection in a valid and reliable manner helps us understand the "big picture" and provides a more accurate measure of the organization s effectiveness in service delivery to its customers i.e. patients. Effective data collection also contributes to heightened awareness throughout the organization(from management to the worker level) of the importance of data for improving practice for our patients.

What do we mean by data collection? Data collection refers to recording information necessary to perform effectively and efficiently the duties required by the organization. Data collection ranges from informal case notes to high-end data entry protocols that are part of electronic databases.

What do we mean by data collection? Data (of a particular type and depending on its use) has to be paired with an appropriate strategy that considers: 1. how the data are recorded; 2. how the different tables of data relate (or link) to one another; 3. the use of standards to define the underlying data; 4. the timeliness of data entry; 5. and user training with respect to the importance of accurate and timely data.

General guidelines on collecting data This includes: Clearly assess your need and define data needed. Describe which data elements to include and describe the data variables. (e.g., data elements to examine disparities may include length of stay and exits). Describe the scope of your project. Identify which data collection activity to perform in a preservice activity.

General guidelines on collecting data Identify available sources of information. Work with staff and stakeholders to determine where you will gather your data from and keep sensitive data confidential. Test your data collection tool. It s important to consult colleagues and other experts in this area and to conduct a test run. Timing is everything. Plan to collect data when your target audience is easily accessible and clearly describe the timeframe for participants.

Data Collection Methods There are several methods for collecting data. These include: observations, questionnaires and focus groups.

Data Collection Formats Each major data-collection format i.e. electronic, paper, fax, telephone, and in person, may be appropriate based on the situation and the available resources. Next, we will describe the different formats, including their strengths and weaknesses and when each should be used.

Data Collection Formats 1. Electronic Formats: The electronic data collection is the most efficient and cost effective way to collect data, such as online data collection. This can be done in several ways, using a variety of different formats, each with its own strengths and weaknesses.

Data Collection Formats a). Online Data-Collection Systems: Using survey-generating software, surveys or other measures targeting individuals are put up on a web site. Individuals from whom data are to be collected submit their data to the site. The entered data are stored on the server for later retrieval or sent as an email to the evaluation team.

Data Collection Formats Strengths of Online Data-Collection Systems: Cost-effective: Costs are significantly less than e-mail, phone, or mail contact with individuals. Easy data entry: The data entry can be done automatically. Automatic updates: Data can be automatically put into an existing database, allowing at least some analysis to be automatically updated. Complete data: The requirement that certain fields be completed can be enforced. Automatic data checking: Some data checking can be done automatically. Each entry can be compared against established parameters and immediately rejected if not within the parameters.

Data Collection Formats Weaknesses of Online Data-Collection Systems: Requires web access: To enter data, people must have access to a computer and the web. If data are collected from a group of participants, then they each need individual access to the web. Integration with paper: If individual participants complete paper forms and project staff enter multiple paper forms, using the online system is cumbersome and more timeconsuming than entering them into, for example, a spreadsheet software data entry form.

a). Online Data-Collection Systems: Data Collection Formats Limited length: This format is not useful for surveys or measures that are too long to be completed in one sitting or that require data that might not be immediately available. Unrestricted access: If there are no log-ins and passwords, there is a danger of participants entering data more than once and individuals not involved with the projects submitting phony data. Best for new data only: Online data-collection systems tend to be inefficient ways of collecting data that already exist in an electronic format because, in most cases, the data have to be reentered.

When to use it? Online data-collection systems are especially useful when data are being collected from many individuals or institutions and the surveys or measures being used are relatively short. Online data-collection systems are less useful when existing data, rather than new data, are being collected or when people must see the data they previously entered.

Data Collection Formats 2). Paper or Fax Formats Print surveys: They are distributed and completed, then returned to the evaluation team. The distribution and return can be done by mail, by fax, or in person. Paper copies are sent to individual participants, usually with stamped, addressed return envelopes. Responses are returned to the evaluation team. The evaluation team enters the data.

Data Collection Formats b). Strengths of Paper or Fax Formats: Simple for respondents: Respondents need no access to technology and no technical skills. Flexible for projects: Participating projects need no access to technology and no technical skills.

Data Collection Formats b). Weaknesses of Paper or Fax Formats: Time-intensive: Distributing the measures by mail or by fax requires additional time for data collection. Difficult to distribute: Mail carrier services are expensive and cheaper options, such as bulk mail, do not provide information on the whether the data-collection instruments were delivered or received.

When to use it? Paper or fax formats are useful when data are being collected from participants without access to or knowledge of technology. Often paper formats can be used with other data collection formats to increase response rates.

Data Collection Formats 3). Telephone Data Collection Survey: Interview questions are asked of participants by phone. Participants are generally contacted by mail or e-mail, asked to participate in a telephone interview or survey, and asked to select a convenient time for the call. Participants can also be called cold and asked if they would be willing to answer questions right at that moment or at a more convenient time. The interviewer asks the questions and either records the participants responses or enters them electronically.

Data Collection Formats Strengths of Telephone Data Collection: Simple for respondents: Respondents need no access to technology and no technical skills. Higher response rates: If telephone numbers are accurate, response rates can be higher than paper or electronic data-collection efforts. Wide-ranging questions: More complex open-ended questions can be asked. Easy clarification: Respondents can be asked to expand upon or clarify their responses. More inclusive: Data can be collected from nonliterate participants.

Data Collection Formats Weaknesses of Telephone Data Collection: Relatively expensive: The format is very resource and time intensive. Alienation of respondents: Respondents may not like being called. The live phone conversation can be a useful format to use to follow-up with non-respondents or when more complex, open-ended questions are being asked.

Data Collection Formats 4). Collecting Data in Person: Individuals or teams of evaluators either go to project locations or project staff come to them. If a site visit is being conducted, evaluation team members go to the project location. Among the tasks they may do there are interview participants and other stakeholders, observe project operations, validate data already submitted, and collect additional data.

Data Collection Formats Strengths of Collecting Data in Person: Simple for respondents: Respondents need no access to technology and no technical skills. High response rates: In-person visits generate high response rates. Wide-ranging questions: More complex open-ended questions can be asked. Easy clarification: Respondents can be asked to expand upon or clarify their responses. Variety of data: Different types of data can be collected, including observational data.

Data Collection Formats Weaknesses of Collecting Data in Person: Very expensive: Collecting data in person is extremely resource and time intensive. Collecting data in person is a useful format to use when there is no other way to get the data needed.

Data Storage The storage of information has to be secure and managed in a way that accounts for the possible loss or destruction of information. Sample responsibilities regarding preservation and disposal of information include: 1. Developing and implementing policies and procedures in compliance with national laws and regulations. 2. Developing a Records Disposition Schedule and applying approved schedules, including the prompt destruction of materials when they are no longer necessary.

Confidentiality in Data Collection and Storage Confidentiality is important in data collection. If, for example, data are being collected about student feelings about their professors, for the protection of the students and the quality of the data, the data-collection process needs to be set up so that the professor never sees any individually identifiable data.

Conclusion Data can be collected using different format, where each has its strengths and weaknesses. Data collection and storage should consider confidentiality of the participants information. All data management activities, including collection and storage, should be done appropriately to ensure high quality data.

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